Description

Under the direction of the Director of Human Resources, this position serves as the primary point of contact for the city, dedicated to delivering an exceptional and welcoming service experience to all employees and visitors. This role is responsible for proactively greeting, directing, and assisting individuals in a courteous, professional, and timely manner, ensuring that every interaction reflects the City's commitment to outstanding customer service. Building positive relationships and creating a supportive, customer-focused atmosphere are central to this position. Employees in this class are entrusted with handling sensitive information with the utmost discretion and confidentiality and must demonstrate the ability to manage multiple priorities effectively in a fast-paced, service-driven environment.

Examples of Essential Functions:

• Serves as the primary point of contact for the City by answering and screening a high volume of incoming calls, greeting and directing walk-in customers, routing emails and correspondence to the appropriate staff, and responding to routine inquiries related to City services, policies, and procedures, including the issuance of police study guides and pet registrations as needed.
• Receives and notifies the appropriate department or staff member of incoming packages and mail; delivers overnight and expedited mail directly as needed.
• Administers the applicant tracking system by initiating and advertising a new job posting for open positions across multiple recruitment platforms and websites, coordinating with marketing to promote open positions, screening applications to determine if minimum qualifications are met, and maintaining accurate applicant records and employment data.
• Supports the recruitment process by coordinating and scheduling interviews, conducting employment verifications, driver's license checks, and criminal history checks, and ensuring timely follow-up with candidates throughout the hiring process.
• Supports HR Analysts with HR team projects, initiatives, and other duties as assigned.
• Provides administrative support to HR staff, including but not limited to, scheduling appointments, managing calendars, preparing for meetings, and ordering office supplies.
• Assists with the maintenance of employee personnel files and supports records retention efforts, including scanning, shredding, and open records requests, in compliance with legal, organizational, and City policy requirements for confidentiality and recordkeeping.
• Responsible for the review, approval, and timely processing of departmental invoices in accordance with the City's purchasing and payment procedures.
• Assists with research, surveys, audits, and compensation studies in support of various City projects and HR initiatives, including coordinating and distributing surveys, obtaining market compensation data, and gathering comparative studies from other cities as required.
• Required to report to work punctually, fulfill all scheduled hours, and perform any required overtime as deemed necessary.
• Must maintain the physical condition and standards necessary for the proper performance of duties, with or without reasonable accommodation.

(Note: The examples of essential functions as listed in this class specification are not necessarily descriptive of any one position in the class.  The omission of an essential function does not preclude management from assigning specific duties not listed herein if such functions are a logical assignment to the position.)

Requirements

Education and Experience:

Training and Experience:

• HS diploma or GED
  Supplemented by minimum one to two years related work experience that demonstrates the ability to provide routine administrative/clerical support and respond to concerns and inquiries from the general public with consistent tact and courtesy.  
• Must be able to type a minimum of 50 wpm.  
• Must have excellent oral communication skills.
• Bi-lingual skills (Spanish) required (certification pay is available based on fluency).  
• Must be able to communicate and conduct self in a professional manner by telephone and in person.  
• Must have the ability to multi-task and provide quality customer service.  
• Ability to serve as a Notary Public.

Knowledge, Skills, and Abilities:

• Essential knowledge of Microsoft Office software.
• Considerable knowledge of clerical support functions required in conducting modern office duties.
• Considerable knowledge of standard modern office equipment to include copy machines.
• Skill in keyboard functions.
• Ability to operate a multiline phone system.
• Ability to communicate effectively in either oral or written form.
• Ability to work effectively with department personnel, other city personnel and the mayor and council.
• Ability to respond to inquiries and concerns from the general public with consistent tact and courtesy.
• Ability to perform cash handling duties.
• Ability to add, subtract, multiply, and divide; calculate decimals and percentages.
• Skill in both written and oral communications for effective expression and clarity.

Supplemental Information:

Physical Requirements:

• Tasks are essentially sedentary, with occasional walking, bending, light lifting, or other restricted physical activities.
• Tasks involve some physical effort, i.e., some standing and walking or occasional light lifting (5-10 pounds) or frequent dexterity in the use of fingers, or limbs in the operation of office equipment; involves extended periods of time at a keyboard or workstation and/ or sitting for a period of 3-4 hours at a time.

Environmental Requirements:

• Tasks are routinely performed without exposure to adverse environmental conditions (e.g. dirt, cold, rain, fumes).

Sensory Requirements:

• Tasks may require visual perception and discrimination.
• Tasks may require oral communications ability.

HIPAA Compliance Statement:

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule must have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities.  Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.